Medical Secretary T & O B4

Job description

Job responsibilities

Please refer to the job description for further details about the role

General Duties

To undertake a full range of secretarial duties for consultants and their team.

To produce and deliver patient clinic letters and other correspondence to NHS England guidelines, using audio typing and/or dedicated software.

Request records/notes to required timeframes.

Ensure efficient filing and information tracking systems are adhered to, providing continuity of care, including electronic case note tracking.

To deal with all telephone, answerphone, post or email queries, on a daily basis to required timeframes and prioritise as necessary to ensure consultants and their team are aware of urgent results and information. Updating necessary systems as required.

Ensure new referrals are processed to requirements ensuring new referrals are promptly seen/treated in line within the current guidelines.

Maintain and monitor an investigation tracker demonstrating progress to resolution.

Arrange New & Follow Ups appointments as required.

Oversee preparation or review of relevant notes, results and scans for clinics. Use initiative to obtain missing details, results and x-rays.

Regulate outpatient clinics as required.

To liaise with other departments within the hospital, liaise and coordinate with GP practice staff and staff in other hospitals, as required.

Managing Targets

Ensure patient correspondence is managed and actioned within NHS England guidelines, whether to the patient or GP.

To understand the full patient pathway, and the impact of local decisions on this pathway by having thorough knowledge of working practices, medical treatments, associated specialty(ies) and departments.

Understand and work to achieve the national and local standards and guidelines for patient care (e.g. RTT targets). Investigate or facilitate access to records, as required to assess status.

To play a key role in establishing and implementing local policies and procedures that ensure working practices meet the above standards/targets and is centred around the patient.

Collect and capture audit data as required.

Monitor Missing Outcomes and update records or facilitate information to be updated within monthly target dates.

Assist General/Specialty/Office Manager or Consultant with statistics and information requirements on spreadsheets and power point presentations.

Assist Consultants and Specialty Manager/Assistant Specialty Manager in Crisis

Management as required (such as Pandemic changes).

Liaise with Validators as required.

Patient Liaison

To make arrangements relating to patient appointments

To take all telephone calls from patients, relatives members of the public and other professional organisations in an efficient, tactful and compassionate manner.

Listen to and manage patient concerns. This involves listening to and as far as possible resolving situations that can be highly distressing to patients/relatives who may be upset, angry or concerned.

Provide information to patients as agreed with the consultant, and in close collaboration with the team.

Understand the implications of Patient Choice and electronic booking and proactively manage changes that will need to be incurred in the specialty.

Understanding of the complaints procedure and use initiative to resolve complaints from patients and any other individuals as far as possible. Escalate outstanding concerns as required.

Send out information leaflets where appropriate and provide telephone information/advice to patients as agreed within the team and in accordance with guidelines.

Person Specification

Qualifications

Essential

• Good general standard of education to GCSE level or equivalent including English.
• RSA II or equivalent in word processing/audio typing RSA III, Medical secretarial qualification (BSMS Certificate) or equivalent.

Knowledge

Essential

• Working knowledge of a range of software packages e.g. Microsoft Word, Excel, Access and PowerPoint.
• Experience of working in busy environment.
• Experience of working with the general public effectively.
• Experience of undertaking diary management.
• Knowledge of basic anatomy and physiology.
• Broad knowledge of medical terminology.
• Detailed knowledge of patient pathways and advanced medical terminology in own area of work.
• Experience of mentoring, training or supervising others.
• Awareness and understanding of NHS issues.
• Good spelling and grammar.

Desirable

• Working knowledge of NHS systems.
• Experience of planning and booking appointments.
• Experience in an acute hospital environment as a medical secretary.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

UK Registration

Applicants must have current UK professional registration. For further information please see NHS Careers website (opens in a new window).

Employer details

Employer name

Royal Surrey NHS Foundation Trust

Address

Royal Surrey NHS Foundation Trust

Egerton Rd

Guildford

GU2 7XX

Employer's website

https://www.royalsurrey.nhs.uk/ (Opens in a new tab)